In this video we will be covering Jobs in Briefcase, lets get started.
Jobs are at the heart of Briefcase and unlike many other systems, the Job is the first thing you create.
Creating a quote or estimate and then activating a Job is quite common in many systems. Briefcase is different. In Briefcase the Job always comes first. If you're not used to doing it this way let me explain why we take this approach.
Lets say you have a potential client who has requested a quote for some business cards.
You will want to record the request, and flag a Status so you don't forget about it; logging some notes about what's been discussed or promised to the client, and you'll probably need a quote from your suppliers. There are a few elements there already, how do we keep it all together?
By creating a Job first you can capture all of this information and much more, and if the Job does not proceed you can always cancel it. For some people this can be a problem. What about my Job number, doesn't it get wasted? The answer is no, the Job number has its place even if its cancelled, you need to know which Job numbers were cancelled and why, the information contained in the Job gives you exactly that information.
Okay, now lets look at how Jobs work.
First we have the Job number which is auto generated. Briefcase can number Jobs with prefixes as seen in this example. The prefix in this case comes from the Company record. In this video we are numbering Jobs by Company. For example "Coopers" has its own set of numbering which is controlled by the Job Count field in the Company record. You can change this setting to number by Job instead, this ignores the individual Job count for each client and simply adds 1 to the previous Job number.
Beside the Job number is the Job title. Don't forget to add this or the Job won't mean much to anyone!
Use the Status and Action fields to manage Jobs. The Status simply determines if the Job is:
Current but Inactive (denoted by the Pending or On Hold)
Active (denoted by Live or Continual)
Inactive (denoted by Archive or Cancelled).
Each Status uses a colour which helps to visually identify Job Status.
In the Action menu you can add custom options to give you a clearer picture of each Job's Status.
If your business has multiple divisions or brands you can use the Department field to segment the reporting of Jobs, and control the users that can access each Job.
The Job Activity window displays a log of changes to the Job, capturing everything from the dispatch time of an Estimate to the time an Invoice is raised. It even logs who performed the action, providing a complete Job record. You can also manually add notes to the Job Activity window; hide the system logs to view user additions to the Job.
The Time Summary graph displays the time you've allowed for a Job in your Estimates, how much is time scheduled to users, the actual time that has been entered by users and exactly how much time has been Invoiced. It's a fast and easy way to get a Job health snapshot.
Use the large text area in Scope tab to record a Job brief. The job brief is visible to users logging time via the Dashboard.
You can also link the Job to a folder on your network or to a URL to provide easy access to additional information or resources.
Team members are users that are included in a Job, you can set default teams for Jobs and edit teams as required. A team member can add to a Job, see the Job via the Dashboard and view them in progress reports.
Lets take a look at some of the other tabs in the Job window.
Use Planning to create Tasks and Milestones, these are used to track time and monitor deadlines.
For an overall Job deadline use the Job Due field.
Most tabs include a large text area where you can record notes pertaining to the currently selected tab; Tab notes also appear on progress reports.
With Briefcase you can create as many Estimates, Purchases or Invoices as you need. The tabs show you all items and their Status. Multiple Estimates, Variations, Supplier Quote Requests, Purchase Orders and Invoices allow you to create complex projects. See our support site for more information on how these are used.
The Time & Expenses tab display entries made by users for the selected Job. You can use this view to edit entries or toggle the them from billable to non billable.
The Summary tab is where it all comes together. This is a detailed breakdown of the Job, with every element from Estimates, Purchases, Invoices, and Time. In this example we can see the Estimate and how much of it has been accrued in real time. Use this information together with Invoice data to see, what was quoted, what should have been quoted and what was ultimately Invoiced.
The To Invoice column in the Summary tab helps you make sure that everything the client has approved has been Invoiced before a Job is Archived.
In the Files tab you can attach word documents, PDFs, spreadsheets and even videos by dragging and dropping.
To help manage your Jobs, Briefcase can output a variety of reports. The most commonly used report in Jobs is the Work In Progress report. This gives you a high level view of current Jobs, and other reports can be used for specific Jobs; simply find what you need by using the many filters, shortcuts and search tools and click Print.